DPW Facility Feasibility Study and Improvements Analysis

Background
The Town of East Hartford seeks to enter into a contract with a planning and design consultant to
provide services related to needs assessment, facility planning and design for improvements, renovation
and/or replacement of Department of Public Works Facilities. Firms must be skilled and experienced in
working with municipalities in Connecticut and possess thorough knowledge of public works facilities
and operations.
Required Services
Required services will vary, and may be expanded, depending on the need for studies, analysis, design,
bidding support, and construction phase services. At present, the initial scope is anticipated to include:
Needs Assessment/Facility Planning
Cost Estimating
Presentations at Town Meetings
Firms must be able to provide or obtain design services that include but are not limited to:
Survey (boundary, topographic, utility)
Mechanical/Electrical/Plumbing Design
More detail on the initial scope of work can be found in Appendix A.
Page 1 of 21 RFP No. 21-16 DPW Facility Study and Improvements Analysis
Proposals
Firms wishing to be considered should submit their qualifications on GSA Form 330, and include any
other information representative of the firm’s experience and ability. In addition, proposals should
include hourly rates for all job classifications necessary to provide the above-listed services (see
Appendix B).
Other Considerations
Firms must maintain a physical place of business within 75 Miles of East Hartford, CT.
Criteria for Selection
Proposal packages will be evaluated in accordance with the following criteria:
The Consultant’s demonstration that the firm and the personnel assigned to the assignment
have adequate experience with similar assignments.
The Consultant’s demonstration that the firm has adequate depth of staff and other resources
to provide responsive and comprehensive services throughout the contract duration.
The Consultant’s demonstration that they understand the services required to be provided for
the potential assignments.
Competitiveness of the Consultant's fees compared to the other firms that submitted for the
assignment.
Completeness of the proposal package with all of the information requested within the RFP.
Selection Process
Firm(s) will be selected based on overall quality and completeness of the Contractor’s RFP response,
relevance of experience, strength of references, and pricing. The Department of Public Works may
conduct in-person interviews to determine the best fit between the firm and the needs of the Town of
East Hartford.
The Town of East Hartford reserves the right to negotiate with multiple firms selected through this RFP
process and may modify or reduce the overall scope of the work to be performed by the selected
consultant. In addition, the Town of East Hartford reserves the right to reject any and all proposals
when such action is deemed to be in the best interest of the Town.
Responses to this RFP must include one original and three copies and be received in the East Hartford
Purchasing Department office at 740 Main Street, East Hartford, CT 06108 no later than 11:00 a.m. on
Wednesday, March 17, 2021. All responses must also be submitted in PDF format.
Michelle Enman
Purchasing Agent
(860) 291-7270
[email protected]
TOWN OF EAST HARTFORD, CONNECTICUT
STANDARD INSTRUCTIONS FOR BIDDERS
1. Sealed bid proposals will be received by the purchasing agent until the date and time indicated on
the Invitation to Bid. Bids received later than the date and time specified will not be considered and
will be returned unopened.
2. Bids are to be returned with the bid number prominently indicated on any other mailing envelope.
The name and address of the bidder should appear in the upper left hand corner of the envelope.
Bids will not be accepted via fax or e-mail.
3. All proposals will be opened and read publicly and are subject to public inspection. Bidders may be
present or represented at all openings. Bid results are mailed to all responding bidders.
4. Municipalities are exempt from any sale, excise or federal taxes. Bid prices must be exclusive of
taxes and will be so construed.
5. The Town of East Hartford reserves the right to reject any or all bids or any part of all bids and to
waive any informality when such action is in the best interest of the Town. The Town also reserves
the right to extend by mutual consent an awarded bid when such action is in its best interest.
6. Bidders should familiarize themselves with all of the terms and conditions set forth in the bid
specifications. Failure by the bidder to familiarize himself with these terms and conditions does not
excuse the bidder from fulfillment of the bid specifications.
7. All entities doing business with the Town certify, upon acceptance of a bid and by virtue of their
signature on that bid, that they have read, understood and will comply with the section of the
Town’s updated plan of affirmative action and equal opportunity relating to contractual and
purchasing procedures – Section VIII Dated 01/88. The bidder agrees to cooperate fully should the
Town choose to audit this compliance.
8. In case of an error in the extension or addition of prices, the unit price will govern. The Town will
not be subject to any price increases after a bid award, unless it was part of the original bid terms.
9. The Town reserves the right to increase or decrease quantities listed in order to stay within the
allocated funding at time of bid opening.
10. The Purchasing Department has the obligation to accept the lowest responsible bid which is in the
Town’s best interest. Factor s include, but are not limited to: price, compliance to specifications,
quality offered, freight costs, delivery time, past performance, standardization of current equipment,
financial resources, technical qualifications, equipment and experience.
11. Bidders shall state in writing and attach to the bid, any conditions/exceptions that are part of the bid
price. Comments to the effect “see literature” will not be acceptable.
12. Any manufacturers’ names, trade names, brand names or catalog numbers used in the specifications
are there for the purpose of establishing and describing general performance and quality levels.
Such references are not intended to be restrictive and bids are invited on these and approved equal
brands or products of any manufacturer.
STANDARD INSTRUCTIONS FOR BIDDERS (cont'd)
13. The Town’s competitive bidding process is not a means for competitors to obtain
private/proprietary information that is not otherwise normally available. Such information relates to
a bidder’s financial records and responsibility, test data, manufacturing drawings, formulas and
processes. To promote competition and protect valid interests this type of information/data will
remain confidential.
14. All bidder questions shall be directed to the Purchasing Agent. Procedural and clarification
questions will be answered appropriately. Questions that require an answer that will in effect
change/alter the intent of the specifications will only be answered in writing to all bidders by a bid
addendum.
15. Awarded bidders are responsible for obtaining all necessary permits as required by OSHA, Federal,
State and/or Town regulations. Town permits will be issued at no cost.
16. Alternate proposals will not be considered unless specifically called for in the bid.
17. Prices shall include packing, transportation and delivery charges F.O.B. to East Hartford/delivered
unless specifically noted otherwise.
18. Bidder declares that the proposal is not made in connection with any other bidder submitting a
proposal for the same bid and is in all respects fair and without collusion or fraud.
19. Cash discounts may be offered by bidder for prompt payment of bills, but such cash discount will
not be taken into consideration in determining the awarded low bidder except in the case of tie bids
and then only provided such discount is based on payment of invoice not less than fourteen (14)
days after satisfactory delivery and/or receipt of invoice, whichever is later.
20. The Town will not award a bid to any bidder who owes a delinquent tax to the Town. Bidders
certify by virtue of their signature on the bid sheet that neither the bidder nor any business or
corporation which the Bidder owns an interest is delinquent in tax obligations to the Town. The
Purchasing Department will verify that no delinquent taxes are owed before any bid is awarded.
21. All bidders shall include a corporate resolution with your submittal. Sample formats for
Corporations and Professional Corporations, Limited Liability Company and Partnerships
(including Limited Partnership and Limited Liability Partnership) are attached in this packet
22. The bidding entity is required to provide evidence from the Connecticut Secretary of State that they
are in good standing and qualified to conduct business in the State of Connecticut.
INSTRUCTIONS FOR
CONSTRUCTION AND/OR LABOR SERVICE BIDS
1. A Certificate of Insurance naming the Town as an additional insured will be required of the
awarded bidder. The insurance indemnification clause is contained with the bid
specifications (see Insurance Requirements).
2. Before starting any work awarded bidders are responsible for obtaining permits as required
by Federal, State, MDC, Utilities and/or Town regulations. Any applicable fees shall be
included in the total bid price. Town of East Hartford permits will be issued at no charge.
3. The bidder shall abide by all OSHA, Federal, State and local laws, ordinances and regulation,
which any manner affect those engaged or employed on the Work, or the materials or
equipment used in the Work, or in any way affect the conduct of the Work, and no pleas of
misunderstanding will be considered on account of ignorance.
4. It is the responsibility of each bidder before submitting a bid, to familiarize themselves with
the specifications and conditions that may affect cost, progress, performance or completion
of the project.
5. The awarded bidder may utilize the services of specialty subcontractors on those parts of the
Work which, under normal contracting practices, are performed by specialty subcontractors.
The awarded bidder shall not award any work to any subcontractor without prior written
approval of the Town, which approval will not be given until the awarded bidder submits to
the Town a written statement concerning the proposed award to the subcontractor, which
statement will contain such information as the Town may require. The awarded bidder shall
be as fully responsible to the Town for the acts and omissions of his subcontractors, and of
persons either directly or indirectly employed by them, as he is for the acts and omissions of
person directly employed by him. The awarded bidder shall cause appropriate provisions to
be inserted in all subcontracts relative to the work to bind subcontractors to the awarded
bidder by the terms of the General Conditions and other contract documents insofar as
applicable to the work of subcontractors and to give the awarded bidder the same power as
regards to terminating any subcontract that the Town may exercise over the Contractor under
any provision of the Contract documents. Nothing contained in this bid shall create any
contractual relation between any subcontractor and the Town.
6. The awarded bidder shall not assign the whole or any part of this contract or any moneys due
or to become without written consent of the Town, which in its sole discretion may be
denied. In case the awarded bidder assigns all or any part of any moneys due or to become
due under this contract, the instrument of assignment shall contain a clause substantially to
the effect that it is agreed that the right of the assignee in and or any moneys due or to
become due to the contractor shall be subject to prior claims of all person, firms and
corporations for services rendered or materials supplied for the performance of the Work
called for in this contract.
7. The submission of a bid offer will constitute an incontrovertible representation by the bidder
that he/she has complied with every requirement of the specifications and that the bid
documents are sufficient in scope and detail and convey understanding of all terms and
conditions for performance of the Work.
INDEMNIFICATION AND INSURANCE REQUIREMENTS FOR
CONSTRUCTION, PROFESSIONAL OR LABOR SERVICE BIDS
NOTE: CERTIFICATE OF INSURANCE WILL ONLY BE REQUIRED OF THE AWARDED BIDDER
A. INDEMNIFICATION
THE AWARDED BIDDER WILL BE REQUIRED TO AGREE TO THE FOLLOWING
INDEMNIFICATION LANGUAGE
To the fullest extent permitted by law, THE AWARDED BIDDER agrees on behalf of itself and its successors and
assigns, covenants and agrees at its sole cost and expense, to protect, defend, indemnify, release and hold the Town
of East Hartford, its agents, servants, officials, employees, volunteers and members of its boards and commissions
(Collectively the “Town of East Hartford”), harmless from and against any and all Losses (defined below) imposed
upon or incurred by or asserted against the Town of East Hartford by reason of bodily injury, personal injury, death,
or property damage of whatsoever kind or nature, to any individuals or parties (including, but not limited to the
Town of East Hartford, the Awarded Bidder, or any other third party) arising out of or resulting from, or alleged to
arise out of or arise from Awarded Bidder’s performance of its work under the contract, but only to the extent such
Losses are attributable to the negligent or intentional act, error or omission of the Awarded Bidder or any person or
organization employed or engaged by Awarded Bidder to perform all or any part of the contract. The term “Losses”
includes any losses, damages, costs, fees, expenses, claims, suits, judgments, awards, liabilities (including, but not
limited to, strict liabilities), obligations, debts, fines, penalties, charges, amounts paid in settlement, foreseeable and
unforeseeable consequential damages, litigation costs, attorneys’ fees, expert’s fees, and investigation costs, of
whatever kind or nature, and whether or not incurred in connection with any judicial or administrative proceedings,
actions, claims, suits, judgments or awards.
Upon written request by the Town of East Hartford, the Awarded Bidder shall defend and provide legal
representation to the Town of East Hartford with respect to any of the matters referenced above. Notwithstanding
the foregoing, the Town of East Hartford may, in its sole and absolute discretion, engage its own attorneys and other
professionals to defend or assist it with respect to such matters and, at the option of the Town of East Hartford, its
attorneys shall control the resolution of such matters. Upon demand, the Awarded Bidder shall pay or, in the sole
and absolute discretion of the Town of East Hartford, reimburse, the Town of East Hartford for the payment of
reasonable fees and disbursements of attorneys and other professionals in connection with this contract.
THE TOWN OF EAST HARTFORD WILL NOT AGREE TO INDEMNIFY THE AWARDED BIDDER;
SUBCONTRACTOR(S); OR INDEPENDENT CONTRACTOR
1. GENERAL REQUIREMENTS
The AWARDED BIDDER shall be responsible for maintaining insurance coverage in force for the life of this
contract of the kinds and adequate amounts to secure all of the AWARDED BIDDERS’s obligations under this
contract with an insurance company(ies) with an AM Best Rating of A-VII or better licensed to write such insurance
in the State of Connecticut and acceptable to the Town of East Hartford.
(cont'd)
Additional Insured: The Town of East Hartford, its officials, employees, volunteers, boards and commissions
must be included as an Additional Insured on the AWARDED BIDDER’S Insurance Policies (except Workers’
Compensation and Professional Errors & Omissions). Evidence of this must be provided upon inception of this
contract and upon renewal of insurance by the AWARDED BIDDER to the Town of East Hartford in the form of
language on a Certificate of Insurance as well as a policy endorsement.
The AWARDED BIDDER shall provide the Town of East Hartford with a Certificate(s) of Insurance signed by an
authorized representative of the insurance company(ies) prior to the performance of this contract describing the
coverage and providing that the insurer shall give the Town of East Hartford written notice at least thirty (30) days
in advance of any termination, expiration, or any and all changes in coverage. Such insurance or renewals or
replacements thereof shall remain in force during the AWARDED BIDDER’S responsibility under this contract.
Failure to provide or maintain any of the insurance coverage required herein shall constitute a breach of the Contract.
2. SPECIFIC REQUIREMENTS:
The AWARDED BIDDER shall carry Commercial General Liability Insurance (broad form coverage) insuring
against claims for bodily injury, property damage, personal injury and advertising injury that shall be no less
comprehensive and no more restrictive than the coverage provided by Insurance Services Office (ISO) form for
Commercial General (CG 0001 04/2013). By its terms or appropriate endorsements such insurance shall include the
following coverage, to wit: Bodily Injury, Property Damage, Fire Legal Liability (not less than the replacement value
of the portion of the premises occupied), Personal & Advertising Injury, Blanket Contractual, Independent
Contrator’s, Premises Operations, Products and Completed Operations (for a minimum of two (2) years following
Final Completion of the Project). Any deviations from the standard unendorsed form will be noted on the Certificate
of Insurance.
Minimum Amount of Coverage: $1,000,000 per occurrence
$2,000,000 aggregate
The AWARDED BIDDER shall provide Statutory Workers’ Compensation Insurance as required by the
State of Connecticut, including Employer’s Liability.
Amount of Coverage: Coverage A: Statutory
Coverage B (Employer Liability):
$500,000 Disease, Policy Limit
$500,000 Disease, Each Employee
(cont'd)
The AWARDED BIDDER shall carry Commercial Automobile Liability Insurance insuring against claims for
bodily injury and property damage and covering the ownership, maintenance or use of any auto or all owned/leased
and non-owned and hired vehicles used in the performance of the Work, both on and off the Project Site, including
loading and unloading. The coverage should be provided by Insurance Services Office form for Commercial Auto
Coverage (CA CA0001 10/2013) or equivalent. “Auto” (symbol 1 or equivalent) is required. Any deviations from
the standard unendorsed form will be noted on the Certificate of Insurance.
Type of Coverage: Occurrence Basis
Minimum Amount of Coverage: $1,000,000 combined single limit
Policy Period: Annual Policy
d) Umbrella Liability Insurance
The AWARDED BIDDER shall carry an umbrella liability insurance policy of $5,000,000.
3. PROFESSIONAL SERVICE CONTRACTOR REQUIRMENTS
(e.g., Architects, Engineers, et al.)
The AWARDED BIDDER shall carry Errors & Omissions coverage in the minimum amount $1,000,000 per
claim/$1,000,000 annual aggregate for all professional services contracts. If the insurance coverage is written on a
Claims-Made basis, an extended reporting period of at least 3 years after substantial completion of the project is
required. Increased coverage limits may be required based on the scope, price and duration of the work to be
performed. The Town of East Hartford will inform the AWARDED BIDDER as to the required limits for this
insurance as soon as practicable, and has sole discretion of the limits to be required.
4. SUBCONTRACTOR REQUIREMENTS:
The AWARDED BIDDER shall require all subcontractors and independent contractors to carry the coverages set
forth in section B. INSURANCE and will obtain appropriate Certificates of Insurance before the subcontractors
and independent contractors are permitted to begin work.
The AWARDED BIDDER shall require that The Town of East Hartford, its officials, employees, volunteers, boards
and commissions be included as an Additional Insured on all subcontractors and independent contractors insurance
(except Workers’ Compensation and Professional Errors & Omissions) before permitted to begin work.
The AWARDED BIDDER and all subcontractors and independent contractors and their insurers shall waive all
rights of subrogation against the Town of East Hartford, and its officers, agents, servants and employees for losses
arising from work performed by each on this contract.
(cont'd)
THE TOWN RESERVES THE RIGHT TO AMEND THE AMOUNTS OF
COVERAGE REQUIRED AND TYPE OF COVERAGE PROVIDED BASED ON
THE FINAL AGREED UPON SCOPE OF SERVICES Updated 26 March 2020
BID FORMS
All of the following documents contained within this section must be completed by the prospective
bidder and returned with the bid:
o GSA Standard Form 330, “Architect-Engineer Qualifications”
o Resolution for Corporations/Professional Corporations
o Resolution for Limited Liability Companies
o Resolution for Partnerships
Ability to Conduct Business in Connecticut
Note that the correct resolution must be prepared based on the type of business submitting the bid
(corporation, professional corporation, limited liability company, partnership, limited liability
partnership, or general partnership). Resolutions must be on company letterhead and the date of the
resolution must match the bid opening date.
NEW RESOLUTION FOR CORPORATIONS/PROFESSIONAL CORPORATIONS
(TO BE TYPED ON CORPORATION LETTERHEAD)
I (name of Corporation’s Secretary), Secretary of (legal name of Corporation) a Corporation duly
organized and operating under the laws of (State) and qualified and authorized to do business in the
State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and accurate copy of
a Resolution duly adopted at a meeting of the Board of Directors of such Corporation, duly convened
and held on (Date of Meeting), at which meeting a duly constituted quorum of the Board of Directors
was present and voted in favor of such Resolution.
RESOLVED: That the following Officers of this Corporation, or any one of them individually:
(Name and title of Officer or Officers)
are empowered to execute and deliver, in the name of and on behalf of this Corporation, contracts, bids
and other documents to the Town of East Hartford, State of Connecticut, and are further authorized to
affix the Corporate Seal to such documents and to bind the Corporation to such contracts, bids and other
documents.
I further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on
which it was enacted, and it is at present in full force and effect.
IN WITNESS WHEREFORE, the undersigned has affixed his/her signature and the Corporate Seal of
the Corporation, this (date) day of (month) 20__
(Corporate Seal)
SIGNATURE OF SECRETARY
PRIOR RESOLUTION FOR CORPORATIONS/PROFESSIONAL CORPORATIONS
(TO BE TYPED ON CORPORATION LETTERHEAD)
I (name of Corporation’s Secretary), Secretary of (legal name of Corporation) a Corporation duly
a Resolution duly adopted at a meeting of the Board of Directors of such Corporation, duly convened
and held on (Date of Meeting), at which meeting a duly constituted quorum of the Board of Directors
was present and voted in favor of such Resolution.
RESOLVED: That the following Officers of this Corporation, or any one of them individually:
(Name and title of Officer or Officers)
are empowered to (recite resolution authorizing submission of bid or execution of contract).
I further CERTIFY that such Resolution has not been modified, rescinded or revoked since the date on
which it was enacted, and it is at present in full force and effect.
IN WITNESS WHEREFORE, the undersigned has affixed his/her signature and the Corporate Seal of
the Corporation, this (date) day of (month) 20__
(Corporate Seal)
SIGNATURE OF SECRETARY
RESOLUTION FOR LIMITED LIABILITY COMPANIES
(TO BE TYPED ON COMPANY LETTERHEAD)
The undersigned, comprising all Members of (legal name of LLC), a Limited Liability Company duly
a Resolution duly adopted at a meeting of the Members, duly convened and held on (Date of Meeting),
at which meeting a duly constituted quorum of the voting Members was present and voted in favor of
such Resolution. We further CERTIFY that such Resolution has not been modified, rescinded or
revoked since the date on which it was enacted, and it is at present in full force and effect:
RESOLVED: That the following Members of this Limited Liability Company, or any one of them:
(Name and title of Members)
are empowered to execute and deliver, in the name of and on behalf of this Limited Liability Company,
contracts, bids and other documents to the Town of East Hartford, State of Connecticut, and are further
authorized to bind the Limited Liability Company to such contracts, bids and other documents.
IN WITNESS WHEREFORE, the undersigned have executed this resolution, this (date) day of (month)
20__
(Typed Member Name)
(Typed Member Name)
(Typed Member Name)
(Typed Member Name)
RESOLUTION FOR LIMITED LIABILITY COMPANIES BY MANAGING PARTNER
(TO BE TYPED ON COMPANY LETTERHEAD)
I (name of Managing Member), Managing Member of (legal name of LLC), a Limited Liability
Company duly organized and operating under the laws of (State) and qualified and authorized to do
business in the State of Connecticut, DO HEREBY CERTIFY that the following is a true, correct and
accurate copy of a Resolution duly adopted at a meeting of the Members, duly convened and held on
(Date of Meeting), at which meeting a duly constituted quorum of the voting Members was present and
voted in favor of such Resolution. I further CERTIFY that such Resolution has not been modified,
rescinded or revoked since the date on which it was enacted, and it is at present in full force and effect:
RESOLVED: That the following Members of this Limited Liability Company, or any one of them:
(Name and title of Members)
are empowered to execute and deliver, in the name of and on behalf of this Limited Liability Company,
contracts, bids and other documents to the Town of East Hartford, State of Connecticut, and are further
authorized to bind the Limited Liability Company to such contracts, bids and other documents.
IN WITNESS WHEREFORE, the undersigned has affixed his/her signature, this (date) day of (month)
20__
SIGNATURE OF MANAGING PARTNER
RESOLUTION FOR PARTNERSHIPS
The undersigned, comprising all (partners/general partners) of (legal name of partnership), a
(partnership/Limited Partnership/Limited Liability Partnership) duly organized and operating under the
laws of (State) and qualified and authorized to do business in the State of Connecticut, DO HEREBY
CERTIFY that the following is a true, correct and accurate copy of a Resolution duly adopted at a
meeting of the voting (partners/general partners), duly convened and held on (Date of Meeting), at
which meeting a duly constituted quorum of the voting partners was present and voted in favor of such
Resolution. We further CERTIFY that such Resolution has not been modified, rescinded or revoked
since the date on which it was enacted, and it is at present in full force and effect:
RESOLVED: That the following (partners/general partners) of this Limited Liability Company, or any
one of them:
(Name and title of partners/general partners)
are empowered to execute and deliver, in the name of and on behalf of this (partnership/Limited
Partnership/Limited Liability Partnership), contracts, bids and other documents to the Town of East
Hartford, State of Connecticut, and are further authorized to bind the (partnership/Limited
Partnership/Limited Liability Partnership) to such contracts, bids and other documents.
IN WITNESS WHEREFORE, the undersigned have executed this resolution, this (date) day of (month)
20__
(Typed partner/general partner Name)
TOWN OF EAST HARTFORD
DEPARTMENT OF PUBLIC WORKS FACILITY
FEASIBILITY STUDY AND IMPROVEMENTS ANALYSIS
The successful firm will initially be asked to perform the following tasks in support of the project:
PHASE 1 - FEASIBILITY STUDY
Task 1 - Project Start-Up
A. Attend a Kick-Off Meeting with Town officials to review the project goals, the scope of tasks to
be undertaken, procedural protocols, and the nature and schedule of deliverables.
B. Complete a review of all available existing published documents relating to the Project. Existing
data to be reviewed will include plans of the existing Division work sites, any studies related to
DPW operations or its facilities, Department organizational information, along with vehicle,
equipment, and material inventory lists.
C. Visit all of the Division work sites to view how they are organized, how the work is accomplished,
how divisions and programs interact, and how the facilities affect efficiencies. Identify operational
issues within the existing facilities and areas where consolidation may be possible to improve
operations.
Task 2 - Needs Assessment / Facility Programming
A. Meet with Public Works management, division supervisory staff, and workforce staff to review the
building and site program requirements for a new facility. Interviews shall be conducted and will
focus on developing a detailed understanding of the day-to-day operations. The data obtained from
this analysis will be used to identify the “near-term needs” (5 to 10 years) and the “long-term needs”
(more than 10 years). Programming needs will be identified for all anticipated spaces. Some of
the topics that may be discussed at these interviews are:
Existing building and site deficiencies
Description of the current day-to-day operations
Description of how typical emergency situations impact the Facility
Vehicle, equipment, and material storage requirements
Public interaction with Public Works at the Facility
Anticipated growth in service & organization
Anticipated growth in vehicles, equipment, and materials
B. Based on the results of the existing documentation review and staff interviews, prepare
programming sketches for each major functional space to be incorporated into a new facility. These
programming sketches shall provide layouts for individual spaces.
C. Identify all site components to be incorporated into a new facility including fueling, salt storage,
bulk material storage, circulation, heated and cold storage, and parking.
D. Prepare a Facility Space Needs Matrix which details each space required for the facility, including
operational spaces and support spaces. The matrix shall be organized by space type (e.g., offices,
employee facilities, shops, vehicle storage, etc.), and shall include factors to account for corridors,
SCOPE OF WORK (cont’d)
structure, and other non-usable square footage. The matrix shall identify a total proposed facility
size.
E. Review the programming sketches and matrix with the Town. Advise the Town about any potential
opportunities to reduce or consolidate spaces that are not expected to impact operational efficiency,
and the potential implications of reductions that would be expected to hinder Public Works
productivity.
F. Identify core operations which require direct adjacencies.
G. Incorporate comments from the Town into an updated Public Works Facility Space Needs Matrix.
Task 3 - Permit Review
A. The Consultant shall review all pertinent permits for the existing site and one additional site
(identified by the Town) to determine potential paths for compliance. This review shall include a
review of the storm water general permit and landfill closure permit documentation (if applicable
for the existing site) to determine impacts to allowable development areas.
Task 4 - Building and Site Planning Concept Design
A. Review and evaluate the existing site and one additional site (identified by the Town) for potential
development to support the program identified in Task 2.
B. Prepare a draft zoning analysis for each site utilizing the current local zoning regulations (allowable
use, setbacks, lot coverage, height, floor area ratio, etc.). The analysis shall identify all dimensional
restrictions as well as any special permits or variances required to meet the requirements of the
zoning bylaws.
C. Develop building and site alternatives on the two (2) sites (maximum of 3 alternatives per site).
Building alternatives shall be in block plan format that are assembled from the various groupings
of space types. Each alternative site plan shall show the general layout of driveways, buildings,
circulation, bulk material storage, and parking. For the existing site, the alternatives shall take into
consideration phasing that maintain current operations as well as the potential reuse of the salt shed
and fueling facility.
D. Each of the alternatives will be reviewed with the Town and comments incorporated accordingly.
The advantages and disadvantages will be discussed with the Town and a preferred site and
preferred option will be selected.
Task 5 - Concept-Level Development Budget
A. Prepare a conceptual development budget based on the preferred alternative. The estimate shall be
based on dollar per square foot values for each of the major space types and cost per acre for site
development. The cost estimate shall also identify potential soft costs associated with the project,
including design contingencies, construction contingencies, resident engineering services, printing
of bid documents, architectural and engineering design fees, and construction escalation.
Task 6 - Report and Presentation of Conclusions
A. Prepare a summary report that outlines the work completed as part of the study, with exhibits
illustrating all of the completed tasks. The report shall include an executive summary with
conclusions and associated attachments consisting of the department interviews, existing
conditions observations, functional space plans, space needs assessment, building and site master
plan alternatives, final preferred site/alternative, and conceptual cost estimate.
PHASE 2 - PARTIAL SCHEMATIC DESIGN
Utilizing results from Phase 1, the Consultant shall prepare preliminary design documents to fix and
describe the size and character of the project (15% level of design). The following tasks shall be
completed as part of Phase 2:
Task 1 - Survey of Preferred Site
A. The Consultant shall prepare an existing conditions survey for the existing site including a
topographic, utility, wetlands and boundary survey. The survey shall be limited to the proposed
development area.
Topographical Survey:
Permanent horizontal and vertical ground control points will be set and noted on survey map.
Topography will depict a 1 - foot contour interval.
Locate above ground visible physical features, including utilities (covers, frames, grates, poles,
valves and wires), buildings (if any), edges of pavement, concrete, stock piles, light poles,
bollards, curbing and standalone trees.
Utility Investigation:
CBYD/811 for utility mark out as necessary.
Structure inverts, identify pipes (direction, size and material)
Collect utility record mapping from town to apply to drawing
Boundary Survey:
Deed and maps of record research at the town assessors and clerk’s office.
Field location of target parcel’s and adjoining owner’s property corners.
Task 2 - Geotechnical Investigation
A. Based on the preferred alternatives and the review of existing site documentation, the Consultant
shall conduct a geotechnical subsurface investigation for the site. Work shall include hiring a
drilling contractor and advancing soil borings to identify soil conditions for construction of the
proposed facilities and to measure depth to groundwater. Drilling shall be performed using Hollow
Stem Auger techniques. Work shall also include digging test pits to visually observe subsurface
conditions on the site and to determine suitability of subsurface conditions to accept storm water
systems. Quantity and locations of test pits shall be selected following the completion of the
preliminary design of the storm water system.
B. The Town can provide the equipment and operator to dig the test pits. The consultant shall provide
a field representative to document observations of the subsurface conditions at the test pits for up
to two (2) days.
Task 3 - Environmental Preliminary Assessment
A. The Consultant shall conduct a file search to identify site history, previous site releases, and
remediation / close-out status. Based on the file review, the Consultant shall prepare a report
summarizing the results of the file review. To supplement the file review, the Consultant shall
collect samples from the soil borings and test pits and submit to a state-certified laboratory for the
analysis of extractable petroleum hydrocarbons (EPH) and volatile petroleum hydrocarbons (VPH)
with target volatile organic compounds (VOCs) and polycyclic aromatic hydrocarbons (PAHs) and
RCRA 8 metals. In addition, the Consultant shall gauge all newly installed wells and collect two
(2) groundwater samples (selected based on historic data, soil, and groundwater PID readings)
using bailers, and submit to a state-certified laboratory for the analysis of EPH/VPH with target
VOCs and PAHs and RCRA 8 metals. Additional testing requirements may be required based on
findings of the file review. The results of the file review and preliminary analytical data shall be
used by the Consultant to develop a subsequent sampling plan, if necessary. The subsequent
sampling plan and development of remedial measures and/or reports is not included in this Scope
of Services. The Consultant shall provide a proposal for these services once the next steps are
identified.
Task 4 - Hazardous Building Materials Assessment
A. The Consultant shall conduct a hazardous building materials investigation on any existing buildings
for lead, asbestos, PCBs, and other hazardous building materials to document potential hazardous
building material remediation and the associated cost to abate the hazardous building materials.
The results shall be assembled in a final report documenting the location and quantity of hazardous
building materials.
SCOPE OF WORK (cont’d)
Task 5 - Partial Schematic Design
A. Schematic Design Plans: Utilizing the preferred concept from the Phase I services, the Consultant
shall create preliminary design plans of sufficient detail to show all interior spaces, exterior spaces,
and operational adjacencies. Documents shall consist of schematic level drawings including:
Existing conditions plan
Site construction/layout plan
Construction phasing plan
Architectural floor plans
Code review plan
B. Schematic Design Narratives: The drawings shall be supplemented with narratives for geotechnical
/ foundation, structural, mechanical (HVAC and plumbing), electrical, and fire protection.
C. Independent Cost Estimate: The Consultant shall utilize the services of an independent cost
estimating firm to prepare an independent preliminary design cost estimate. The cost estimate shall
be a full and complete cost estimate for the project.
D. Upon completing the independent estimate, the Consultant shall review and reconcile the Phase 1
Engineer’s estimate with the Independent estimate accordingly.
E. Utilizing the results from Phase 1 and Phase 2, the Consultant shall assist the Town with presenting
and selling the project to governing authorities and the public including attending public meetings,
attending governing authority meetings, and preparing informational material.
Appendix B - Pricing
RFP No. 21-16
Feasibility Study and Improvements Analysis for DPW Facilities
1. Provide hourly rates for the positions below. If firm does not staff a certain position, list as N/A.
If firm staffs another type of position that would be applicable to the Town of East Hartford
account, write in on the blank lines.
a. Principal-In-Charge = $_______________ /hr
c. Project Manager = $_______________ /hr
g. Clerical = $_______________ /hr
2. Reimbursable Expenses = Actual Cost + _________%
___________________________________________________________________
______________________________________ ______________________________________ Written signature Title _____________________________________________________________________________ Address: ______________________________________ ______________________________________ Telephone# Fax# ______________________________________ ______________________________________ Email Date
1 - RFQ
3 - Instructions for Construction Bids 2019-1-15
4 - Contractor Insurance Requirements - 2021-01-13
5 - Bid Forms
PHASE 1 - FEASIBILITY STUDY
Task 1 - Project Start-Up
Task 3 - Permit Review
Task 5 - Concept-Level Development Budget
Task 6 - Report and Presentation of Conclusions
PHASE 2 - PARTIAL SCHEMATIC DESIGN
Task 1 - Survey of Preferred Site
Task 2 - Geotechnical Investigation
Task 4 - Hazardous Building Materials Assessment
Task 5 - Partial Schematic Design
Appendix B - Pricing